Privacy Policy

Last updated: [DATE]

1. Introduction

TradeZebra is a job-management and electrical-certificate application for UK electricians, operated by Daramac Ltd ("TradeZebra", "we", "our", "us"), a company registered in England and Wales under company number 13764005, whose registered office is at 97 Mudeford, Christchurch, England, BH23 4AE.

This policy explains how we handle personal data. It applies to users in the United Kingdom and is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any question about this policy or your data, contact us at hello@tradezebra.co.uk.

2. Who controls your data — the important distinction

TradeZebra is software that electricians and electrical businesses use to run their work. Who controls personal data depends on whose data it is:

• An electrician's own clients and properties. When an electrician uses TradeZebra to record clients, properties, jobs and certificates, the electrician (or their business) is the data controller for that personal data, and TradeZebra is their processor — we handle it on their instructions to run their jobs, as set out in our Data Processing Addendum. If you are a client of an electrician who uses TradeZebra and you want to exercise your data rights, your first point of contact is that electrician; we will support them in responding.
• The electrician and their business. For the account, business and billing data of the electricians who are our own customers, and for visitors to our website, TradeZebra is the controller.
• Our own narrow purposes. TradeZebra is also an independent controller for a small, defined set of purposes: securing the service, preventing fraud and abuse, meeting our own legal obligations, and producing aggregated, de-identified analytics to improve the app.

The rest of this policy describes how we handle data where we are the controller. Where an electrician is the controller, their own privacy notice governs their clients' data.

3. Information we collect

From electricians (our customers)

• Account and identity: name, email address, phone number, password credentials.
• Business and professional details: business/trading name, business address, VAT number if applicable, and scheme registration (for example NICEIC, NAPIT, ELECSA or SELECT) needed to issue certificates.
• Billing: subscription status and payment method details, handled by our payment processor (see §6). We do not store full card numbers.

Data the electrician enters about their clients and jobs

Processed by us on the electrician's behalf (electrician is controller):

• Clients and properties: names, phone numbers, email addresses, and property addresses.
• Jobs: descriptions, notes, status and timeline.
• Photos: images of consumer units/boards and job sites, captured to record the work and to power certificate extraction (see §5).
• Certificates: EIC, EICR and Minor Works certificates, which contain the client name, property address, circuit details, test readings and observations.

Collected automatically

• Device information and identifiers, app and website usage, IP address, and log and diagnostic data.

We do not collect background location data. (If GPS staff-location features launch in future, this policy will be updated to describe them before they are switched on.)

4. Legal bases for processing

Under UK GDPR we rely on:

• Performance of a contract — to provide the app, run job records and process subscription payments.
• Legitimate interests — to operate, secure and improve the service, prevent fraud, and provide support. Where we rely on this, we have balanced our interests against your rights.
• Legal obligation — to keep tax and financial records and to respond to lawful requests.
• Consent — for optional things such as marketing emails and non-essential cookies. You can withdraw consent at any time.

5. How we use photos and AI to help produce certificates

A core feature of TradeZebra is turning a photograph of a consumer unit into a draft circuit chart, and helping word observations. To do this:

• Photos and related text you provide are sent to our AI provider, OpenRouter, which routes them to the underlying AI model(s) that perform the extraction. This may involve processing outside the UK (see §9).
• The AI output is a draft for the electrician to review. No AI-suggested value or classification (C1/C2/C3/FI code) is written to a finished certificate without the electrician's explicit confirmation. The electrician remains professionally responsible for the certificate they sign.
• We use this data to provide the feature, and — only in aggregated or de-identified form — to monitor and improve extraction accuracy.

[CONFIRM: are submitted photos deleted after extraction, or retained with the job? The retention table in §8 currently assumes retained-with-the-job. Adjust this section and §8 to match the real behaviour.]

6. How we share information

We share personal data only as described here. We do not sell, rent or trade personal data.

Service providers (our processors)

We use third-party providers who process data on our behalf under data processing agreements:

[CONFIRM the final subprocessor list — this must match production exactly, and mirror the list in the Data Processing Addendum.]

Between the electrician and their clients

Job and certificate details are visible to the electrician and any staff they assign, and — where the electrician chooses to send them — to the relevant client (for example, a signed certificate or an invoice).

Legal and safety disclosures

We may disclose information where required by law or lawful request, to enforce our Terms, to protect the rights or safety of users or the public, or in connection with a business sale, merger or acquisition.

7. On-device data (offline working)

TradeZebra is designed to work with no signal. To do this, personal data relating to your jobs is stored on your device in an encrypted local database and synced to our servers when a connection is available. If you lose or dispose of a device, use its device-level controls (passcode, remote wipe) to protect that data; signing out of the app also clears the local copy.

8. Data retention

We keep personal data only as long as necessary. Indicative periods:

• Account and business data: for the life of the account, then up to 6 years after closure (legal and tax purposes).
• Job records and certificates: retained so the electrician can meet their own record-keeping duties; the electrician controls deletion and export of their own records. [CONFIRM default period, e.g. 6 years.]
• Payment records: 7 years (HMRC requirement).
• Photos submitted for extraction: [CONFIRM — retained with the job, or deleted after extraction.]
• Aggregated analytics: de-identified and retained without a fixed limit.

9. International data transfers

Some providers (including our AI provider) process data outside the UK. Where we transfer personal data internationally, we put appropriate safeguards in place — the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or reliance on a UK adequacy decision where one applies — so your data keeps an equivalent level of protection.

10. Your rights

Under UK GDPR you have the right to: access your data; have it corrected; have it erased (subject to legal retention); restrict or object to processing; data portability; and to withdraw consent where processing relies on it. We do not make solely automated decisions that produce legal effects — AI output is always reviewed by a person.

To exercise any right, contact hello@tradezebra.co.uk. We will respond within one month. If your request concerns data an electrician controls (their clients' data), we will direct you to, or support, that electrician.

You may also complain to the Information Commissioner's Office (ICO) — ico.org.uk, 0303 123 1113 — though we'd ask you to raise it with us first.

11. Cookies

Our use of cookies and similar technologies is described in our Cookie Policy.

12. Children

TradeZebra is a business tool not intended for anyone under 18, and we do not knowingly collect data from children.

13. Changes to this policy

We may update this policy. We will notify you of material changes through the app or by email, and update the date at the top.

14. Contact

For any privacy question, or to exercise your rights, contact hello@tradezebra.co.uk. Daramac Ltd, 97 Mudeford, Christchurch, England, BH23 4AE.